Office & Executive Administrative Assistant

Office & Executive Administrative Assistant Job Description

Qualification Requirements:

Must meet at least one of the following educational/experience requirements:

• Bachelor’s Degree in Business Administration, Office Administration, Communications, Management, or a related field.
• Associate Degree in Business Administration, Office Administration, or a related field.
• Previous experience providing executive administrative support, office management, or administrative coordination.
• Previous experience supporting directors, executives, school administrators, church leaders, or nonprofit leadership.
• Previous experience managing executive calendars, coordinating meetings, preparing professional correspondence, maintaining records, or supporting organizational operations.

Strong organizational, administrative, computer, time-management, problem-solving, and professional communication skills preferred.

Regular attendee of a church and a baptized believer.

Sign a statement of agreement to Spencer Christian Church’s statement of faith.

Completed application from Spencer Christian School and résumé.

References: previous employer, personal, and minister/church leader.

Approved background check.

Salary:

Hourly pay ranging from $24.00–$28.00, depending on experience, qualifications, responsibilities, and scheduled hours.

Responsibilities:

☐ Provide executive and general administrative support to the Director, executive leadership, and other authorized personnel.

☐ Manage and monitor professional email correspondence, respond to routine inquiries, and direct messages to the appropriate individuals as needed.

☐ Manage executive calendars, schedule appointments, coordinate meetings, and communicate schedule changes and reminders.

☐ Prepare, format, proofread, and organize professional letters, reports, presentations, forms, meeting agendas, minutes, and other administrative documents.

☐ Coordinate virtual and in-person meetings, staff conferences, leadership discussions, and other organizational activities as assigned.

☐ Maintain organized electronic and physical files, administrative records, confidential documents, and organizational documentation.

☐ Assist with planning, coordinating, and tracking executive priorities, projects, deadlines, and ongoing administrative tasks.

☐ Support the preparation and distribution of school announcements, newsletters, official correspondence, notices, and internal communications.

☐ Assist with organizing and maintaining records related to enrollment, staffing, school activities, leadership operations, and general administration as authorized.

☐ Communicate professionally with staff members, families, church leadership, community partners, vendors, and other stakeholders as appropriate.

☐ Follow up with staff members and relevant individuals regarding pending assignments, required documentation, scheduled meetings, and outstanding action items.

☐ Maintain accurate task lists, project trackers, and follow-up records, providing regular updates to the Director regarding completed assignments and outstanding matters.

☐ Assist with preparing meeting agendas, recording meeting notes, documenting action items, and distributing approved meeting summaries.

☐ Support the coordination of special projects, events, presentations, and administrative initiatives as directed by executive leadership.

☐ Assist with preparing reports, compiling information, organizing data, and gathering documentation needed for administrative planning and decision-making.

☐ Use school-approved software, email accounts, calendars, document-sharing systems, and other technology tools to complete assigned responsibilities efficiently.

☐ Handle confidential student, family, employee, financial, organizational, and executive information with discretion and professionalism.

☐ Exercise sound judgment when handling sensitive communications and refer confidential matters, complaints, and decisions requiring executive authority to the Director or appropriate leadership.

☐ Monitor office supplies, maintain administrative resources, and assist with coordinating office-related needs as assigned.

☐ Help improve administrative processes, maintain efficient office procedures, and identify opportunities to enhance organization and productivity.

☐ Demonstrate professionalism, integrity, discretion, and a service-oriented attitude while supporting Spencer Christian School’s mission and Christian educ…